Executive Assistant - Recovery Services Bureau

Boston Public Health Commission•Boston, MA

About The Position

Works to help BPHC advance as an antiracist organization by meeting or exceeding the standards set by the BPHC Anti-Racism Policy. Works in a confidential capacity with RSB Senior Leadership Team, Program Directors and Managers. Participates in regular administrative meetings comprised of a multidisciplinary team. Manages the Outlook schedule of the Bureau Director and Associate Bureau Director. Provides a daily list of scheduled activities along with supporting materials. Handles essential administrative tasks and office functions, including creating filing systems, ordering office supplies, typing, data entry, scheduling appointments and meetings, collecting and processing mail, answering telephones and directing inquiries to appropriate departments. Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of the Bureau's operations. Formulate, run and edit reports for use by the Director. Develops background information and prepares outlines for the Director's presentations and reports. Prepares presentations in PowerPoint. Acts as office liaison to IT regarding phones, computers and other office technology. Provides assistance in monitoring office expenditures. Responsible for cost information that accurately reflects current and projected expenditures for the office. Composes and edits letters and reports, reviews correspondence for accuracy and completeness, replies to inquiries, and develops standard and form letters. Manages meetings and conferences including procuring conference room space, meeting supplies and materials, arranging catering and creating and disseminating meeting agendas. Attends meetings with the Director, takes notes and creates meeting minutes for distribution to meeting participants. Support projects through scheduling, resource management, research, data compilation, and other support as warranted. Works to ensure administrative and secretarial coverage to meet the needs of the Finland Building. Manages projects from start to finish, which may include writing summaries or progress reports, contacting appropriate individuals to ensure/ascertain status of projects, and other project and administrative support as needed. Liaise with BPHC Programs to ensure effective and timely response to inquiries. Manage special projects as they arise including budgeting, staffing, space requirements, and logistical support. Participate in BPHC wide committees. Provide fiscal support to the Fiscal Manager and Bureau Administrator as needed. Pre-screening program documents to verify compliance with BPHC policies and procedures. Works in a confidential capacity with the Bureau Director and Associate Bureau Director. Regularly deals with confidential material of a highly sensitive nature, including collective bargaining, personnel and budgetary information. Performs other duties as required.

Requirements

High School diploma required
3 - 5 years' experience in a similar role in an executive support setting required
Must possess professional phone skills and excellent interpersonal skills
Expert knowledge and skills in MS Word, Windows, PowerPoint, Outlook and Excel required
Superior scheduling and customer service skills required
Ability to write basic correspondence and reports required
Knowledge of office practice and procedures
Ability to self-organize daily schedule of tasks, to ensure timely completion
Ability to be flexible in an environment of changing priorities

Nice To Haves

BA/BS strongly preferred
Experience may be substituted for education
Bilingual in English/Spanish preferred
Experience working in a direct care setting preferred
Microsoft Office and SharePoint experience preferred
Interest in working in behavioral health preferred
Knowledge of or willingness to learn about the role of public health in addressing racism, the social determinants of health, and inequities in health outcomes as well as strategies to advance racial justice and health equity.

Responsibilities

Manage the Outlook schedule of the Bureau Director and Associate Bureau Director, providing a daily list of scheduled activities along with supporting materials.
Handle essential administrative tasks and office functions, including creating filing systems, ordering office supplies, typing, data entry, scheduling appointments and meetings, collecting and processing mail, answering telephones and directing inquiries to appropriate departments.
Perform work involving the collection, compilation, and/or tracking of data and statistical information in support of the Bureau's operations.
Formulate, run and edit reports for use by the Director.
Develop background information and prepare outlines for the Director's presentations and reports.
Prepare presentations in PowerPoint.
Act as office liaison to IT regarding phones, computers and other office technology.
Provide assistance in monitoring office expenditures, ensuring cost information accurately reflects current and projected expenditures for the office.
Compose and edit letters and reports, review correspondence for accuracy and completeness, reply to inquiries, and develop standard and form letters.
Manage meetings and conferences including procuring conference room space, meeting supplies and materials, arranging catering and creating and disseminating meeting agendas.
Attend meetings with the Director, take notes and create meeting minutes for distribution to meeting participants.
Support projects through scheduling, resource management, research, data compilation, and other support as warranted.
Ensure administrative and secretarial coverage to meet the needs of the Finland Building.
Manage projects from start to finish, which may include writing summaries or progress reports, contacting appropriate individuals to ensure/ascertain status of projects, and other project and administrative support as needed.
Liaise with BPHC Programs to ensure effective and timely response to inquiries.
Manage special projects as they arise including budgeting, staffing, space requirements, and logistical support.
Participate in BPHC wide committees.
Provide fiscal support to the Fiscal Manager and Bureau Administrator as needed.
Pre-screen program documents to verify compliance with BPHC policies and procedures.
Work in a confidential capacity with the Bureau Director and Associate Bureau Director.
Regularly deal with confidential material of a highly sensitive nature, including collective bargaining, personnel and budgetary information.
Perform other duties as required.